Clerical Officer - Health Records

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The role:

To support effective clinical care by providing an efficient Health Records service to patients, medical and nursing staff. Ensure patient appointments for outpatient clinics, day cases and inpatient admissions are administered and processed accurately and that patients’ health records remain confidential, are securely stored and are available as and when necessary. To work to support effective clinical care by providing efficient administrative, clerical and receptionist services. To maintain electronic and paper based patient records systems providing confidential, accurate and up to date information. To maintain patient demographic and administrative data through continual checking and updating of the patient management system.

Duration, Location, and Working Pattern:

• Please note this is a GGC wide post and can be moved to any location, however initial base will be Gartnavel Royal Hospital
• The shift pattern for this post is Monday to Thursday 0900 to 1700 and Friday 0900 to 1630

Key responsibilities:

• To maintain patient confidentiality at all times in line with the requirements of the General Data Protection Regulations 2018 (GDPR) and Caldicott principles
• Operation of computerised patient management system (TrakCare), ensuring patient information is accurate and up to date in compliance with the General Data Protection Regulations 2018 (GDPR), to support patient care and facilitate national returns

• Ensure electronic tracer system is accurately updated when extracting and filing case records and on delivery and collection of scanning folders
• Deal with telephone and face to face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery
• To sort and handle internal/external mail and deliveries as appropriate
• File case records, provide expert assistance in tracking case records and in the maintenance of the filing room area to ensure maximum level of case record availability and participate in the condensing of multi-volume case records to assist in the quick retrieval of clinical information
• Where appropriate collect case records/ scanning folders from other areas of the hospital for filing and distribution purposes
• Extract case records from file for admissions, out-patient clinics or as required by other authorised personnel

Knowledge, training, qualifications and/or experience required to do the job:

• National 4 or Level 1 qualification in 3 subjects, including English or equivalent

• General administration and office experience/previous clerical experience desirable

• Computer literate with good keyboard skills

• Previous reception experience desirable

• Prior experience of using a Patient Management System would be desirable however training will be provided

What we offer:

We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.

As an NHS Scotland employee, you will be entitled to:

• A minimum of 27 days annual leave, increasing with length of service, plus public holidays
• Membership of the NHS Pension Scheme, including life insurance benefits
• Salary Sacrifice Car Benefit Scheme
• Development opportunities including study bursaries, e-learning and classroom-based courses
• Enhanced pay for working public holidays
• NHS discounts on a wide range of goods and services
• Confidential employee support and assistance, including counselling and psychological therapies

Interested?

If you would like to find out more, we would love to hear from you.

For an informal discussion, please contact:Deputy Health Records Manage, Jenna Omand, jenna.omand2

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

This post may close early due to the volume of response. Please submit your application form as soon as possible. Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

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• Show us the real you: Your application should reflect your skills, experience, and motivations authentically.
• Use AI wisely: It’s fine to use AI for ideas or to check spelling and grammar, but don’t let it write your answers.
• Why this matters: Applications that rely on AI-generated content may be withdrawn. By applying, you confirm your responses are based on your own knowledge and achievements.

Tip: Think of AI as a helper, not a substitute. We want to understand you, not an AI tool.

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro-rata basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full-time hours can be accommodated, and where the tenure is listed as “various”, we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.

For application portal or log-in issues, please contact the Jobtrain Support Hub in the first instance.